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Standard operating procedures (SOPs)
Internal Quality
Assurance Cell (IQAC)
The cell is responsible for all the
works related to reporting generation for NAAC and online software portal creation
for the University Polytechnic.
Nodal Officer IQAC-
Mr. Pankaj Kumar Tyagi
9335089872
tyagipankajamu@gmail.com
Nodal Officer
NAAC-
Mr. Arshad Husain.
9837172120
ahusainamu@yahoo.co.in
Internal Quality Assurance Cell (IQAC)
The cell is responsible for all the works related to reporting generation for NAAC and online software portal creation for the University Polytechnic.
Nodal Officer IQAC-
Mr. Pankaj Kumar Tyagi
9335089872
tyagipankajamu@gmail.com
Nodal Officer NAAC-
Mr. Arshad Husain.
9837172120
ahusainamu@yahoo.co.in
STEP1: Approval for book Purchase
1. Submission of books recommendation by different faculty members and students to the library.
2. Recommendations are checked by SPA (Library) for duplicate, availability, etc.
3. Approval is taken for the recommended books by the Departmental purchase Committee.
STEP2: Order Placement and Physical Verification of Purchased Books
1. The recommended list of books is sent to the Maulana Azad Library, A.M.U. for placing orders.
2. Physical verification: Annual physical verification by the internal staff of the Polytechnic. Every 3 years, a committee of the central library does the physical verification.
STEP3: Processing Bill
1. Accessioning of books in the accession register of the Library.
2. Finally, the bill is processed and submitted to the accounts section.
STEP4: Technical Processing
1. Technical processing of the books including classification, cataloging, and indexing is done.
2. Physical processing of the books including pasting of authority slips, placing the tags, and stamping is carried out.
3. Then the books are placed on shelves according to their call number by the library staff.Stock Verification of Library Books
STEP1: Noting the Accession Number
1. Staff notes down the accession numbers of books on the library shelves.
2. Separate sheets of paper are prepared for each library shelf. Each member of the physical verification committee is given one set of sheets and is asked to note down the accession numbers of books in the library shelves that is specifically assigned to him.
3. While noting the accession numbers, the book is physically checked and is taken out of the shelf, if the book is damaged/beyond repair.
STEP3: Re-verifying the missing Books
1. List of books again checked with the collection.
2. The final list of missing books is reported to the Chairperson for necessary action.
Book Issue and Return Policy of Library in University Polytechnic
Student:
Recommended books in their syllabus are provided to the Students.
In their First-year, students are given membership at the nominal rate of Rs 50/-
After that, for all their years, books are provided at the charge of 15% of the cost of the book. These books are given for a particular session (1 year), to be returned within 10 days of their final exams.
For Reading Room: Open in all Working hours.
Staff:
Faculty Members (Regular): 12 cards are provided for their entire service duration
In case of loss/damage, the concerned person has to bear the cost of the book (based on cost assessment by Maulana Azad Library) OR has to submit the latest edition of the book
Lab, Office and Sections- Infrastructure Maintenance (Equipment and Buildings)
Lab, Office and Sections- Infrastructure Maintenance (Equipment and Buildings)
I. Lab Equipment
STEP1: Entry of Faulty Instruments
1. Enter the details of the faulty Instrument in the register assigned for it (laboratory-specific).
STEP2: Apply for Repair
1. Incharge/Department committee takes the estimate for the Instrument that needs to be repaired.
2. Submit repair budget to the department.
3. As per requirement and availability of funds, the Incharge/Department committee will take permission for the repair of Instruments from the University.
4. After approval, Place order for repair (Invite quotations if required) as per GFR rules applicable at the time.
5. Take the receipt of items given for repair from the vendor while giving him/her Instruments for repair.
STEP3: Verification and Bill Processing
1. Instruments must be properly checked by faculty while receiving the repaired Instruments.
2. Strike through the repaired Instrument from the register.
3. If faculty is satisfied with working of Instruments, Submit bills (Incharge/Department committee) to accounts section for making payment to the vendor only after satisfying with the repaired Instrument.
II. Building Maintenance
STEP1: Submitting Requirement to Building Department
1. Department submits its maintenance requirements to the Building Department of the University for necessary action.
Procurement of Goods/Items/Equipment
I. Steps for Non-Recurring items:-
STEP1: Issuing the Item
1. After a successful installation report, the procuring officer issues the item in the desired lab and thereafter it remains in the custody of the lab In-charge.
STEP2: Labeling the Procured Item
1. Label procured items with reference number:
UP/Infrastructure name/Purchase year/item type/item number
STEP3: Maintaining Inventory Register and Consumable Items Register
1. An inventory register is maintained for the long-term use types of equipment.
2. Consumable items register is maintained for all consumable items entries.
II. Steps for Recurring items:-
STEP1: Issuing the Item
1. After successful procurement, the procuring officer issues the item in the desired lab, and thereafter it remains in the custody of the lab In-charge.
STEP2:Maintaining the Record
1. Record is maintained for the usage.Cleanliness
Class Room Cleaning:
Task | Frequency |
Dust mop tile floors | Daily |
Disinfect door handles (inside and outside) | Daily |
Empty trash receptacle | Daily |
Straighten and clean furniture | Daily |
Clean chalkboards and chalk trays | Daily |
Dust monitor/overhead projector | Daily |
Check for burned out lights | Daily |
Damp-mop floor of the classroom | Weekly |
Wipe all horizontal surfaces, including students’ desks | Weekly |
Wash trash receptacles | Monthly |
Dust light fixtures and clock | Monthly |
Laboratory Cleaning:
Task | Frequency |
Dust mop tile floors | Daily |
Wet mop on floors | Daily |
Empty trash/waste pot | Daily |
Straighten and clean furniture | Daily |
Disinfect and clean all sinks and fixtures | Daily |
Clean all working surfaces | Daily |
Dusting of machine/equipment | Daily |
Clean walls, doors, and windows | Weekly |
Wash trash receptacles and sanitary boxes | Weekly |
Dust ceiling and light fixtures | Monthly |
Corridor and Staircase Cleaning:
Task | Frequency |
Clean and disinfect drinking water cooler | Daily |
Empty trash receptacle | Daily |
Mop floor | Daily |
Dust Grills | Daily |
Clean doors, horizontal surfaces, windows and walls | Weekly |
Clean mats and grids under mats(if any) | Quarterly |
Dust ceiling area and light fixtures | Quarterly |
Clean Staircase | Daily |
Office (Chairperson’s and Staffs’) Cleaning:
Task | Frequency |
Empty trash receptacle | Daily |
Mop floor & dust mop | Daily |
Dust mop and wet mop the entire floor | Monthly |
Wipe down window ledges | Monthly |
Wet mop tile floors | Monthly |
Dust ceiling area and light fixtures | Monthly |
Wash trash receptacle | Yearly |
Staffroom Cleaning:
Task | Frequency |
Disinfect all sinks and fixtures | Daily |
Disinfect all toilets, urinals and fixtures | Daily |
Disinfect all door and partition handles | Daily |
Empty trash and sanitary receptacles | Daily |
Replace trash liners and fill dispensers | Daily |
Clean all horizontal surfaces | Daily |
Sweep and wet mop(disinfect) floors | Daily |
Clean mirrors | Daily |
Spot clean walls, doors, jams and windows | Weekly |
Wash trash receptacles and sanitary boxes | Weekly |
Clean Grills | Weekly |
Dust ceiling and light fixtures | Monthly |
Entrance and Lobby Cleaning:
Task | Frequency |
Empty trash receptacle | Daily |
Dust mop floors | Daily |
Dust all horizontal surfaces | Daily |
Mop floors(wet) | Daily |
Disinfect door handles (inside and outside) | Daily |
Dust mop and wet mop the entire area | Weekly |
Clean floor grills | Monthly |
Dust ceiling area and light fixtures | Monthly |
Wash trash receptacle | Yearly |
Garden/Lawn Cleaning:
Task | Frequency |
Sweep all surfaces including the footpath | Daily |
Collection of struck-off leaves stems etc. | Daily |
Empty trash receptacle | Daily |
Cutting of grass, shrubs, herbs etc. | Weekly |
Dumping of plant waste | Weekly |
STEP1: Notification of Extra-Curricular Activity
1. Notices related to Extra-Curricular Activity are put up on the departmental notice boards/website and for inviting the students to participate/register under Extra-Curricular Activity
STEP2: Registration
1. Interested students can register themselves in the office of the University Polytechnic.
The Polytechnic has a Training & Placement Office (TPO) cell which is associated with the Training & Placement Office (General) of the University.
The TPO cell invites speakers from the industry/organization for the Guidance & Motivation of the students.
TRAINING AND PLACEMENT OFFICER, University Polytechnic
Dr. Mohd Faisal Khan
Mobile: +91- 9897439890
Email: mfkhan.bp@amu.ac.in
Organization of Seminar/Workshop/Conference
STEP 1: Preparation
Preparation for the seminar/workshop/conference involves a number of activities listed below:
1. Constitute Organizing Committee with the approval of the Chairperson/BOS.
2. Organizing Committee prepares the event schedule.
3. Determine the budget available to host the event & sources to raise the funds.
4. Determine the theme/topic to be discussed at the event.
5. Identify the target group and the number of participants required.
6. Secure venue–(site visit of venue to ensure it is adequate).
7. Finalize event details –(breaks, resources needed).
8. Contact relevant funding agencies, Departments, or target groups to inform them of the event (time, date, venue, duration, break information). Send email(s) to target groups for participation.
9. Follow up to ensure the information was received.
10. Finalize a list of persons attending the event.
11. Source and prepare all necessary resources needed by organizer and Presenter – (books, manuals, 12. projectors, name tags, etc.).
12. Secure caterer to provide meals if not included in venue package.
13. Contact Accountant and request Local Purchase Order.
STEP 2: Implementation
BUDGET
Funding is an integral part of any event since the amount of funding available for the hosting of the event will determine the number of factors in planning the event.
1. Venue
2. Duration
3. Number of participants
4. Equipment–(Presentation Media)
5. Informational packets/Materials/certificates
6. Availability of refreshments
Points to consider:
1. Expertise/strong research background
2. Ability to convey knowledge to a large audience
3. Unbiased and non-partisan(do not invite speakers that are aligned with a particular cause/group)
4. Honorarium
5. Travel expenses
6. Identify alternative speaker as a precaution
FINALIZE DETAILS
Determine the length of the seminar, the mode (s) of deliverance, equipment needs of the Presenter, handouts and other learning material for participants, breaks, and refreshments, and deadlines for replying. Secure a caterer to provide refreshments if not included in the venue package.
CONTACT RELEVANT DEPARTMENTS/PARTICIPANTS
Initial contact of those Departments or persons identified to attend the seminar, with the full details of the seminar included. Includes:
1. Deadline for response
2. Seminar overview/outline
3. Requirements for eligibility
4. Number of participants required
INVITATIONS/ADVERTISEMENT/REGISTRATION
1. Invitations from Chairperson are sent to the invited speaker(s) or resource person(s), Guest of Honor, Chief Guest, etc.
2. The event is advertised on noticeboards, websites, poster distributions in other institutions, social networking websites, etc. for wider publicity.
3. Registration for the event.
4. A list of registered persons is prepared and intimated about the event schedule.
5. On-the-spot registration (if available) and Attendance.
6. Event starts as per schedule on the proposed date.
STEP 3: Evaluation
1. Feedback from the registered persons
2. Certificate Distribution